Project Coordinator / Contracts Administrator

Job Description

Job Description

Overview

 

Sares Regis Group of Northern California (SRGNC) offers a broad scope of residential and commercial real estate development management services. With our principals having over 40 years of experience providing real estate services in the San Francisco Bay Area, Sares Regis has assembled a staff of remarkable talent from a wide range of related development backgrounds including urban and master planning, entitlements, architecture, various engineering disciplines, construction, project management, real estate development, asset management and financial services. We have developed over 21 million square feet of commercial, residential and mixed-use properties, primarily located throughout the
San Francisco Bay Area. Our portfolio consists of a combination of operating assets, developments of our own and fee-based consulting and management services for clients.

 

The Role

 

The role is in person at our San Mateo office five days a week. The Project Coordinator and Contracts Administrator will be responsible for coordinating various tasks to support project teams, including administrative support tasks. The position will also manage the lifecycle of contracts, including drafting, reviewing, and renewing agreements to ensure compliance with company policies and legal requirements. The position will act as the primary liaison between internal teams, vendors, subcontractors, and clients to maintain documentation throughout the contracting process.

 

The Project Coordinator and Contracts Administrator will work across project teams and in close coordination with the company’s General Counsel.

 

Qualifications

 

· Bachelor’s degree is required. A combination of education and work experience will also be considered in lieu of degree.

· Minimum of four years of experience as a Contracts Administrator within the Architecture, Engineering, and Construction Industry.

· Experience drafting RFQ/RFPs; and onboarding design firms, general contractors, construction managers and other third-party vendors.

· Experience in drafting, negotiating, and finalizing Contracts for design and construction.

· Comfortable managing a high volume of contracts and deadlines simultaneously without sacrificing accuracy.

· Knowledgeable of standard contract terms and conditions.

· Strong understanding of AIA billing, project costing and contract management.

· Proficient with Microsoft Excel, Word, Adobe Acrobat, and Procure.

· Demonstrate a reliable, responsive and positive work ethic with the highest degree of integrity.

· Must be highly detail-oriented and committed to quality and accuracy.

· Must be a fast learner and logical thinker.

· Excellent communications skills, both written and verbal.

· Ability to accurately track and report status when managing concurrently running projects.

· Proven ability to work independently, prioritize effectively, and manage multiple concurrent projects in a fast-paced environment.

· Self-starter with strong ownership, accountability, and the ability to execute with minimal direction.

· Strong problem-solving skills with the ability to think critically and act quickly.

· Ability to identify risk issues early and escalate appropriately while driving resolution.

· Willingness to learn and use AI platforms to improve accuracy, quality and efficiency.

Responsibilities

 

· Independently own the full lifecycle of contract administration from intake through execution, billing, and closeout, with minimal oversight.

· Review and process contract documents including contracts, purchase orders and change orders with a high degree of accuracy and speed.

· Produce contracts that limit client exposure to financial risk and external claims. Ensure the enforceability of contract provisions. Ensure that contracts are executed by client signatory with proper authority.

· Determine appropriate contract type and other conditions of the contract to protect the client from unnecessary liability or exposure to risk. Ensuring that contracts follow Federal, State, and local laws and ordinances, and client policies.

· Accurately reflect in the contract the unique set of requirements and circumstances for each project as provided by the Project Managers. Review and ensure insurance documentation for construction and consultant contracts for compliance with contractual terms.

· Identify and resolve possible conflicts between the contract request and standard contracts, terms and conditions, regulations, or written client policies and procedures or other documents.

· Operate with urgency in a fast-paced environment, effectively prioritizing multiple competing deadlines and projects.

· Administer internal procedures related to vendor selection, bidding and contracting that are consistent with client wide policies.

· Preparation of procurement documents such as Request for Qualifications, Request for Proposals and Request for Bids.

· Ability to analyze and review Qualifications/Proposals/Bids and provide advice and recommendations to the client, independently, and with confidence.

· Ability to analyze and negotiate contract requirements and terms and conditions to ensure compliance with client’s requirements, corporate policies, appropriate laws and regulations.

· Where necessary, including when changes impact material terms or create legal implications, consult with internal counsel to ensure appropriate risk mitigation and compliance.

· Ensure that all contract changes are recorded and communicated with the appropriate staff.

· Implement and maintain contract tracking processes and policies, including setting up subcontractors/suppliers and consultants into the project billing system.

· Prepare and submit monthly construction progress billings to clients, ensuring accuracy with project schedules and contract terms.

· Process subcontractor invoices, ensuring proper lien waivers, insurance certificates, and compliance documentation are collected before payment approval.

· Code, track and process project expenses and invoices, ensuring proper allocation to cost codes within the accounting software.

· Manage the collection of lien waivers from subcontractors, suppliers and consultants and submit to client.

· Maintain organized project files, including contracts, drawings, RFI’s and Submittals, ensuring they are audit-ready and easily accessible.

· Assist in project closeout, including all final documents required of subcontractors/suppliers and consultants.

· Demonstrate a roll-up-your-sleeves, hands-on approach and a strong sense of ownership over all assigned work.

· Proactively coordinate with and drive alignment across project managers, site superintendents, accounting, clients/subcontractors and external partners to keep contracts and billing on track.